Military Personnel Data Records (PDR) System

1. Military Personnel Data Records (PDR) System LCDR Christine Fern, PSC-BOPS-C Mr. Jay Evans, PSC-PSD-MR

2. Agenda • Overview/Purpose • References • Establishing PDRs • Electronically Imaged-PDR (EI-PDR) Management • EI-PDR Submission Process • Common Submission Errors • Questions

3. Overview/Purpose The PDR System: Properly manage the CG’s system of record for military personnel information • Support pay/entitlements • Support personnel decisions (boards/panels) This Presentation: Focus on EI-PDR management and improve document submissions

4. References • COMDINST M1080.10 (series) Military Personnel Data Record (PDR) System Manual • ALCGPSC 050/12 Establishing Military Member EI-PDR • PPCINST M5231.3(series), SPO Manual • COMDTINST M6000.1 (series), CG Medical Manual

5. Establishing PDRs SPO-PDR • TRACEN Cape May • CG Academy • SPO (members reporting from a different location) EI-PDR • Member’s first unit SPO after initial training

6. EI-PDR Management SPOs • Review the EI-PDR to identify missing documents • Scan missing documents and forward to PSC-PSD-MR for inclusion in EI-PDR • Do not send originals or paper copies (email only) PSC-PSD-MR • Maintains the EI-PDR • Ensures only authorized documents are uploaded to the EI-PDR • Properly disposes of all documents received that are not authorized in the EI-PDR

7. EI-PDR Submissions • Only authorized documents should be sent to Military Records • Refer to COMDTINST M1080.10I or enclosed EI-PDR Crosswalk** • All documents must contain the member’s EMPLID • Scanned file name must include the member’s EMPLID (1234567.pdf) • ** The crosswalk is only applicable for this edition of the PDR Manual

8. EI-PDR Submissions Cont’d • Scanned PDF must be authenticated, legible and complete copies of originals • Minimize file size using the guide in Part X, Chapter 4 of the SPO Manual • Do not encrypt if emailing from uscg.mil or dhs.gov email address

9. EI-PDR Submissions Cont’d Follow your SPO’s procedures 14 day verification is currently waived • Auto response email is sent upon submission to Military Records Staff

10. Common Submission Errors • Documents scanned in color (not black and white) • Documents sent in a foreign language and not translated • Documents not marked with the member’s EMPLID • Documents labeled with another member’s EMPLID/SSN • Duplicate Submissions These common errors add to the backlog and result in additional processing time for SPOs and MR staff.

11. Common Submission Errors • Unauthorized Documents • Poorly Scanned Images • Files with multiple member documents • Incomplete Documents (no signatures or missing pages) • Medical Documents sent in error These common errors add to the backlog and result in additional processing time for SPOs and MR staff.

12. Poor Quality/Unauthorized Document

13. Documents/Email Labels Correct Not Correct

14. Incomplete Document Missing signatures or other information Missing pages

15. Percent of Unauthorized Documents sent to Military Records Staff 33% • Tens of thousands of documents per year are reviewed and deleted because they are not authorized in the EI-PDR

16. Looking Forward Efforts underway to enhance the EI-PDR • More user-friendly access/view • Member can view their own EI-PDR • SPOs scan documents into EI-PDR (MR retains deletion authority) Note: Requirements, system and timeline TBD

17. Questions? Also visit www.uscg.mil/psd/mr/